Instructions, Guidelines & Policies

Instructions & Guidelines

• Creating Nicknames for Expense Reporting
• Guide to Completing a W-9
• How to Pay Students
• Meals & Entertainment Matrix
• Procurement & Expense Presentation
• Procurement Paperwork Grid
• Taxable Payment Process – Relocation
• Taxable Payment Process – All Other

Buying & Paying Policies

• Approved Food Provider Guidelines
• Construction/Engineering Consultant Services
• Dartmouth Departments Requesting Invoices To Be Paid Via Wire or ACH
• Employee Purchases
• Freight Claims
• Geisel Mobile Communication Policy
• Gift Policy
• Internal Loan Policy
• Joint Venture Policy
• Laminar Flow and Fume Hood Purchases
• Mobile Communication Device Policy
• Needle and Syringe Purchases
• Pharmaceutical and Narcotic Purchases
• Purchase Order (PO) Policy
• Radioisotope Purchases
• Relocation, Moving & Storage Services, Domestic & International
• Research Participant Payments Policy and Procedures
• Signature Authority Policy
• Sole Source Justification
• Tax Free Alcohol Purchases for Research Projects
• U.S. Customs Clearance
• Unauthorized Purchases
• Use of the Dartmouth Name and Logos
• Fixed Asset & Equipment Policies

Approved Food Provider Guidelines

• Approved Food Provider Guideline Policy for Employees Responsible for Ordering Food for College Events
• Approved Food Provider Guidelines for Food Providers for College Events
• Approved Food Truck Provider Guidelines
• Approved Food Provider List

Employee Purchases

Members of the Procurement Department and other agents of the College are not permitted to make purchases for employees, except in cases where an enterprise has been established for the sole purpose of acting as a distributor for the specified material or equipment for resale to individuals (e.g., the Computer Store).

Freight Claims

The departmental representative is responsible for the inspection of all incoming merchandise. It is strongly recommended that the merchandise be inspected immediately upon receipt as there is a fifteen day period which you have to report concealed damage. The date that the shipper receives the damage notification is the date which governs your ability to file this claim. In the event the person receiving the carton or product itself notices damage they must note this on the Bill of Lading and maintain a copy for the department's records.

The department is responsible for coordinating the return of the merchandise directly with the supplier. In the event Procurement Services placed your order and you have a freight claim or return and need assistance, please keep your packing slip(s) or any corresponding paperwork describing the damages, and contact the Procurement Specialist that assisted you with your purchase as soon as possible.

Laminar Flow and Fume Hood Purchases

Environmental Health & Safety must authorize all fume and flow hood purchases to ensure that the hood is adequately designed to handle the appropriate research. The authorized hood for Dartmouth research must be a Class 2, Type A hood. If the hood purchase exceeds the $10,000 limit for "Sole Source Justification", a completed Sole Source Justification Form with supporting documentation of competitive bids must accompany the Purchase Requisition. Prior to order placement, you must contact Facilities Operations to make sure that installation connections are appropriate.

Needle and Syringe Purchases

Needles and syringes may only be purchased for use in research projects. All local and federal regulations apply to the use and disposal of needles and syringes. Each laboratory is responsible for ensuring the proper use and disposal of these products. To avoid personal injury, all needles and syringes must be disposed of in approved containers for your location. The disposal containers are available through the Borwell and Remsen stockrooms. A variety of needle and syringe products may be purchased through the Borwell and Remsen Stockrooms. Please check these stockrooms for availability before purchasing from outside vendors. For additional assistance in sourcing these purchases, contact Cameron O'Brien, Sourcing Manager, (603) 646-2896. For additional safety and disposal information, contact Environmental Health & Safety, (603) 646-1762.

Radioisotope Purchases

In order to place a radioisotope order you will need to have access to the On-line Radioisotope Ordering and Inventory Management System (sponsored by BIORAFT) to obtain your radioisotope authorization number (RAN). If you need access to this system please contact Environmental Health & Safety at (603) 646-1762. Once you have a radioisotope authorization number (RAN) you can enter your requisition in eProcurement. Make sure you select Lab.Radioisotopes as the item category and enter your supplier information. Once you click on the 'Add to Cart' button, you will be taken to a 'Special Information' screen where you will then need to enter your RAN. Once you have entered that number, click "continue" and finish checking out.

Sole Source Justification

Use this form with any Purchase Requisition that will exceed an aggregate value of $10,000 where competitive bids have not been solicited (or are not available).

Tax Free Alcohol Purchases for Research Projects

Alcohol purchases must be made through the appropriate on-site Inventory Operations. Tax-free alcohol must be used ONLY for the purpose of preserving specimens for use in laboratory and scientific research and educational teaching projects. The Remsen and Borwell Stockroom maintain an Industrial Alcohol User Permit with the Bureau of Alcohol, Tobacco and Firearms to support the scientific and educational research requirements. Federal Laws and Regulations apply to the use, storage and disposal of all alcohol products. For additional assistance with the products available, please contact the appropriate Inventory Operation: Remsen Stockroom at (603) 650-1583, Borwell Stockroom at (603) 650-7583.

Unauthorized Purchases

Vendors should only accept a Dartmouth College Purchase Order or the Dartmouth College Procurement Card. (We cannot guarantee payment of any unauthorized purchases if one of these methods is not used.) Acceptable documents include:

• Dartmouth College Purchase Order: For use with all purchases of goods and services. When ordering radioisotopes, a radioisotope authorization number (RAN) must be acquired from the BIORAFT system.
• Dartmouth College Procurement Card: For use with all purchases of allowable goods and services under $5,000.00. Orders may not be pyramided to exceed this total.

Use of the Dartmouth Name and Logos

Dartmouth is the owner of certain trademarks, trade names, symbols and devices, including the name Dartmouth College and the symbols and devices. The use of these trademarks, names, symbols and devices (and others that may be developed) is protected and prohibited without the prior consent and/or licensing by Dartmouth College. For more information about the use of and/or licensing of the Dartmouth trademarks please visit The Office of General Counsel Trademarks page.

Fixed Asset & Equipment Policies

Constructed & Fabricated Asset Policy

Disposal Policy

Moveable Equipment Inventory Policy